JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
Facilities Coordinator
What this job involves:
We are seeking a skilled and experienced Facilities Coordinator to oversee the management and maintenance of our client's facilities. In this role, the facilities coordinator is responsible for assisting in the management and coordination of facility operations and maintenance activities. This includes overseeing the implementation of the Integrated Facilities Management (IFM) programme, ensuring compliance with legal requirements, managing service contractors, and providing support for various facility-related tasks.
What your day-to-day would look like:
Facilities Management:
Coordinate maintenance and repair activities, liaising with contractors and service providers. This is for the in site presence at our clients London location with remote and quarterly site visits to the Newcastle office.
Monitor building systems (HVAC, lighting, security) and report issues promptly
Oversee cleaning services and maintain cleanliness standards
Manage office supplies inventory and place orders as needed
Conduct regular facility inspections and risk assessments
Assist in implementing health and safety policies and procedures
Coordinate space planning and office moves
Mailroom Operations- where this is required
Manage incoming and outgoing mail, including sorting, distributing, and dispatching
Operate and maintain mailroom equipment
Coordinate courier services and track packages
Maintain accurate records of mail and package deliveries
Ensure compliance with postal regulations and company policies
Event Management - where required
Coordinate logistics for internal and external events, including meetings, conferences, and social gatherings
Manage event spaces, including set-up and breakdown
Liaise with catering services and other vendors for event requirements
Assist with AV equipment setup and troubleshooting for presentations
Maintain an events calendar and manage bookings for meeting rooms and event spaces
General Administration:
Serve as the first point of contact for facilities-related queries and issues
Maintain accurate records and documentation for facilities, mailroom, and events activities
Prepare regular reports on facilities operations, mailroom metrics, and event activities
Assist in developing and implementing facilities policies and procedures
Support budget preparation and monitor expenses for assigned areas
Manage relationships with facilities service providers, mailroom equipment suppliers, and event vendors
Conduct periodic vendor performance reviews
Out of Hours Support: Provide flexible support if weekends or late night cover as required. This may include on-site assistance, conducting facility assessments, coordinating with local service providers, and ensuring consistent facility management practices overtime reimbursement will be made as and when this cover is required.
Requirements:
Proven experience in facilities or property management, preferably in an integrated facilities management setting
Familiarity with relevant legal requirements, codes, and regulations governing facility operations
Strong communication and interpersonal skills, with the ability to effectively interact with stakeholders at all levels
Strong organisational and time management skills, with the ability to prioritise tasks and meet deadlines
Proficiency in using computerised maintenance management systems (CMMS) and other facility management software
Knowledge of budgeting and financial management principles within a facilities context
Ability to work independently and as part of a team, taking initiative and demonstrating problem-solving skills
#LI-JA1
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
